Advancement Services Coordinator

Ohio Northern University; United States; On-site; USD 42,000 - 65,000; Full time

Job summary

Ohio Northern University seeks an Advancement Services Coordinator to support gift processing, biographic data maintenance, and data integration for reporting and analytics. The role ensures donor records are accurate to support fundraising and institutional reporting.

Responsibilities include posting gifts, deposits, reconciliations, acknowledgments, and pledge management, with regular data updates and cross-department collaboration.

Qualifications

• Associate’s degree or equivalent experience.
• Excellent communication and organization skills.
• Ability to maintain confidentiality and work with numbers.

Responsibilities

• Post incoming gifts to the university database (Raiser’s Edge, GiveCampus).
• Perform daily electronic deposits and reconcile with totals.
• Produce gift acknowledgments and routine reporting for staff.
• Record gift pledges and generate reminders.
• Create and maintain donor records and logs.
• Assist in data quality improvements and cross-department projects.

Skills

Excellent communication

Microsoft Office

Data analysis

Attention to detail

Confidentiality

Alphanumeric accuracy

Education

Associate degree

Bachelor’s degree (preferred)

Tools

Raiser’s Edge

Job description

Job Summary

Supports Department of Advancement Services in Gift Processing, Biographic Data maintenance and entry, Data Integration with third-party systems, special projects, and fulfills cross-department needs as necessary. Functioning as part of the Advancement Services team, the Advancement Services Coordinator is responsible for maintaining the accuracy and integrity of the Ohio Northern University donor database to support the reporting and technical functions of the Office of Advancement. Several of the main tasks include posting incoming gifts, producing gift acknowledgments, recording gift pledges, updating and creating a variety of records regularly, maintaining campaign attainments, and preparing comparative, analytical and statistical reports. The individual will perform primary-level functions of the above activities, particularly in the electronic deposit and reconciliation of gifts, referencing existing, updating, and creating constituent records. The Advancement Services Coordinator will also assist the overall Advancement division with special projects and cross-department needs as required.

Job Description

• Post incoming gifts to the University in the integrated administrative database (e.g. Raiser's Edge, GiveCampus, etc.)
• Perform daily electronic deposits of checks through the institution’s banking portal
• Reconcile deposits with actual totals
• Produce gift acknowledgments and relevant reporting for fundraising and administrative staff, daily.
• Record gift pledges in Raiser's Edge and generate pledge reminders.
• Build a daily gift transaction log
• Accurately input appeals related to gifts received via specific efforts
• Record notes donors may have communicated
• Create new constituent records
• New alumni management
• Prepare annual gift statements
• Payroll deduction pledge and gift management
• Process matching gifts forms and act as liaison with matching gift corporations and related foundations
• Organize accompanying hardcopy materials that enable seamless logging of gifts in Raiser's Edge
• Collaborate in the continuous effort to improve the quality and accuracy of data (including the development and modification of department data standards, implementing more automated processes for consistency, etc.)
• Perform a variety of updates on including records:
• Contact information
• Marital information
• Occupational/Business ownership history
• Additional Familial information; children and relatives
• Collect and organize self-submitted profile updates from ONU’s alumni system in preparation for mass updates
• Special projects to enhance data health
• Research “lost” and deceased alumni to maintain current contact profiles that enable appropriate communication
• Utilize Internet search, electronic and hardcopy data to confirm, update or resolve inconsistencies in constituent profile data
• Create and Maintain Reports/Information
• Provide tools and documentation for annual audits, in conjunction with the University Controller
• Produce and monitor the integrity of monthly comparative gift reports and ensure all are maintained according to business rules and practices
• Maintain numerous campaign attainments as necessary
• Create and maintain endowed and non-endowed funds
• Communication and Supervision
• Gather factual information from within the department and from other departments.
• Occasionally correspond with internal and external contacts to respond to inquiries or convey the enforcement of regulations, policies, and procedures
• Assist in the supervision of student workers
• Participate in the support of division-wide or cross-departmental initiatives
• Act as point of contact with internal and external audiences for the department’s phone and email
• Other duties as assigned.

Required Skills

• Excellent organization and written/oral communication skills
• Proficiency in Microsoft Office products
• Ability to identify and resolve issues, analyze data, and make recommendations
• Forward-thinking with the ability to analyze, prioritize and improve department workflows related to data and reporting
• Strong attention to detail
• Ability to work with accuracy in a fast paced environment
• Above-average typing skills and excellent proof-reading skills
• Must be comfortable and accurate in working with numbers
• Highest standards of integrity and confidentiality
• Minimum Qualifications: Associate's degree or equivalent experience

Minimum Qualifications

• Associate's degree or equivalent experience
• Ability to work during the end of organization's fiscal year (late May through early June), as well as, the end of the calendar year one to three years of similar office experience

Preferred Qualifications

• Bachelor's degree or equivalent experience
• Experience working in Raiser's Edge
• Two to Five years of similar office experience

Your next professional chapter begins here!

ONU is an equal employment opportunity employer. Accordingly, no person shall be discriminated against on the basis of race, color, sex, gender identity, transgender status, religion, national origin, age, disability, sexual orientation, marital status, military or veteran status, genetic information or any other category protected by federal, state, or local law. This policy applies to all areas of employment including recruitment, hiring, training and development, promotion, transfer, compensation, benefits, discipline, separation and other terms, condition and privileges of employment.

Ohio Northern University, founded in 1870, is a competitive, comprehensive university affiliated with the United Methodist Church. ONU is one of the few private universities to offer a distinctive blend of national ranked liberal arts and professional programs in its five colleges: Arts & Sciences, Business Administration, Engineering, Pharmacy, and Law. Situated on nearly 300 acres, the scenic and modern campus is comprised of 31 major buildings. The town of Ada (population 5,000) provides a friendly small town atmosphere that compliments the friendly and safe environment found on campus. To learn more about the ONU and Ada communities, please visit https://www.onu.edu/about/getting-know-ada